Doc Name: PROCEDURE FOR COMMUNICATION,

PARTICIPATION AND CONSULTING

Doc Code : BG/TM/PRO-06/13 Rev:00

1.0 PURPOSE
To establish a system for communication & consultation on matters related to environment, occupational
health and safety to employees and other interested parties within BCG.

2.0 SCOPE
This procedure is applicable for internal communication of HSE Policy, Objectives, Performance
Achievements and Legal requirements and as well as external communications with regulatory bodies and
concerned interested parties including complaints handling. The procedure does not include communication
in emergency conditions, as the same has been addressed in the procedure for Emergency Management
Procedure.
3.0 RESPONSIBILITY:
The main responsibility lies with the MR and Project Managers in communicating to the respective sub-
ordinates and sub-contractors.

4.0 DEFINITIONS & ABBREVIATIONS :

COMMUNICATION: Internally and externally on areas that are required to be followed or for information
purposes with regards to QHSE requirements of BCG
PARTICIPATION: Promote in order to make the QHSE management system effective and efficient by
involving people at stages e.g. IRAR, Incident Investigation etc.
CONSULTATION: Involve key representatives and also external resource to ensure that changes made are
adequate and effective

5.0 PROCEDURE

5.1 Internal Communication (with employees):

5.1.1 The MR together with the HR Head and PM’s ensure that the following are communicated;
(a) IMS Policy & Objectives
(b) Roles, Responsibility & Authority wrt HSE requirements
(c ) The areas where unacceptable Risks are existing and the IMP are in place.
(d ) The HSE performance indicators and their current status

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 Doc Name: PROCEDURE FOR COMMUNICATION,
PARTICIPATION AND CONSULTING

Doc Code : BG/TM/PRO-06/13 Rev:00

5.1.2 The Means of communications is through use of signage’s, departmental or sectional meetings,
departmental notice boards display, emails, News-letters etc. at all the prominent places, hazard areas
personal contacts and Arranging & conducting training / Awareness programs for all employees and
contractors.

5.1.3 The Project Managers ensure that IMP (Integrated Management Programme) and Method Statements /
ITP are available with the concerned personnel.

5.1.4 The MR organizes training / seminar / meeting in coordination with the HR to ensure implementation
and training of IMP(s) and the Operational Control Procedure.

5.2 External Communication (with Clients/Main Contractors, Local Regulatory Authorities,

subcontractors and visitors):

5.2.1 The MR ensures the availability of IMS Policy and objectives to all external interested parties, on the
company’s website & hard copy on request.

5.2.2 The contracts with the subcontractors clearly state the HSE Policy and other requirements including the
consequence of departure from the procedure both wrt HSE impact as well as to the termination of contract.

5.2.3 The communication include the permissions to be sought prior to initiation of any task or activity,
wearing the required PPE at all times and the Emergency response measures.

5.3 The MR is responsible for receiving, documenting and responding to the relevant information wrt HSE
from Clients/Main Contractors, Local Regulatory Authorities, subcontractors/ visitors. These are
maintained in the External Communication Register BCG/TM/FRM-12/13

5.4 Participation:

5.4.1 The MR & Project Managers ensure that organization’s workforce participate during following
situations in the corresponding manner;

(a) Through Safety Committee Meetings by Employees held once every six months and records maintained
BCG/TM/FRM-13/13
(b ) Identifying Risks during the IRAR phase(s)
(c ) Achievement of Objectives and HSE performance
(d) Implementing actions arising out root-cause that prevent recurrence and occurance and Management
Review Meetings and changes in the IMS thereby.
(e ) Safety meetings for concluding on actions in case an Incident arises.
(f) Audits (Internal and External)
(g) Complaint / Suggestion Register at security cabin, related to HSE. BG/TM/FRM-14/13

5.5 Consultation:

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 Doc Name: PROCEDURE FOR COMMUNICATION,
PARTICIPATION AND CONSULTING

Doc Code : BG/TM/PRO-06/13 Rev:00

5.5.1 The MR is responsible to consult with the Regulators or the technical consultants in case of any
clarifications on the interpretation of the legal requirements.

5.5.2 With regards to any changes in materials, machines / equipment the MR ensures that this information is
provided and consulted with the respective contractors.

6.0 RECORD:

EXTERNAL COMMUNICATION REGISTER: BG/TM/FRM-12/13

SAFETY COMMITTEE REGISTER: BG/TM/FRM-13/13
COMPLAINT / SUGGESTION REGISTER: BG/TM/FRM-14/13

CROSS REFRENCE OF PROCEDURE

Section No Procedure Format Page no in the procedure

BG/TM/FRM-
12/13 1

BG/TM/FRM- 2

13/13
4.4.3 BG/TM/PRO-06/13

BG/TM/FRM- 2

13/13

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